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In Google Apps, is it possible to share contacts (e.g., with an assistant), and to share one's calendar with read-only permissioning?

  • We're thinking of switching from Hosted Exchange to Google Apps -- but have been told of two limitations.  I was wondering if someone who uses Google Apps could let me know if they are true... 1)  We need to be able to share contacts -- so that my admin has access to my contacts.  Can I share my Google Contacts?  And if so, can I choose which users get read permission and which users get read/write? 2)  Can I share my calendar with read-only permissions -- so that people can't edit/add things to my calendar without my permission?

  • Answer:

    1) Yes!  You can turn on Email Delegation and give your admin access to your email and contacts.  Enabling access to your email also gives your admin the ability to access your contacts.  They can send and read mail and edit your contacts.  Currently, it is all or nothing for this feature.  No granular control.  2) Yes!  There are several different levels of access for your calendar that you can set domain-wide or on an individual basis. 

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Google has a native feature called "contact sharing" which ironically only adds users within the same domain. If you want to share personal contacts via Google Apps, I believe you have to install a 3rd party GApps extension like Dito Directory or some other CRM tool. The only problem is the 24 hour delay in Google's APIs between editing/adding and viewing. For calendar read-only privileges, you can easily do this manually by entering each user's email address or just checking a box to share with everyone on your domain. Hope that helps!

Matt Newberg

There is a "Global addressbook" to share a set of contacts with ALL members of the domain. This requires 3rd party software to access the API there is not way to do it "out of the box" There is no way (that I have found) to share one users private contacts with another user this is a big problem if you have an assistant. You can delegate access to your email to an assistant but they will NOT be able to see/edit your contacts. The news on Calendars is MUCH better. You can share your calendar with an assistant and give them full access to control it the way you do. I would love to hear of other options if anyone has one so my assistant can use my contacts.

Todd Morris

Another option is to sign up for the "Highrise" CRM system from 37signals where it's really convenient to manage business contacts and where you get  privacy/sharing controls and sync your google contacts with Highrise. We provide the online sync service: https://www.google.com/enterprise/marketplace/viewListing?productListingId=18197+468163511978002423&category=&query=yoxel

Alexey Panteleev

Typeless - https://www.typeless.co We have a product Typeless which lets user hook in several contact sources - multiple Google Apps/Gmail/LinkedIn/Facebook/Salesforce/Outlook and set up share between individual. We are accessible directly on Gmail as chrome extension https://chrome.google.com/webstore/detail/typeless-contacts-for-gma/glggemdefgdemakpkekbbmjdpgljekhm and Outlook extension. We are releasing Iphone App/Android App very soon. PS: I am co-founder at Typeless.

Sudhanshu Saxena

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